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Privacy Policy

ControleHQ Privacy Policy

ControleHQ Privacy Policy

Effective Date: March 3, 2026

Posted Date: March 3, 2026

I. Introduction

ControleHQ respects your privacy. This Privacy Policy explains how we collect, use, disclose, and otherwise process information that identifies, relates to, or could reasonably be linked with an individual ("Personal Data") in connection with:

  • our websites and online properties (the "Site");
  • our ControleHQ platform, including the multi-tenant academy management application (dashboard, student portal, public pages, and related services).

This Policy does not cover how academy customers process Personal Data in their own operations. If you use ControleHQ through an academy (organization), that academy's privacy practices may also apply.

II. Our Roles & Responsibilities

When ControleHQ is a controller

We act as a controller for Personal Data we process for our own business purposes, such as Site operations, marketing, account administration, billing, and support.

When ControleHQ is a processor / service provider

We process Personal Data on behalf of academy customers (organizations) through the platform—e.g., students, instructors, staff, attendance, enrollments, waivers, and payments. In that context the academy is the controller and we act as a processor or service provider.

If you want to exercise rights relating to Personal Data an academy has provided to ControleHQ, please contact that academy first. If you contact us directly, we may request the academy name to route your request and assist where appropriate.

III. Personal Data We Collect and Sources

A. Information you provide to us

We may collect:

  • Contact and account data: name, email, organization, profile fields, and other data you or your academy provide
  • Billing and contracting data: billing contact, invoicing details, payment method tokens (processed by payment providers such as Stripe), and contract metadata
  • Support and communications: messages, tickets, and files you choose to upload

B. Information collected automatically from the Site

We may collect:

  • Device and usage data: IP address, browser type, pages viewed, referring page, approximate location derived from IP
  • Cookies and similar technologies: for essential functionality, analytics, and (if enabled) marketing

C. Information processed through the platform (on behalf of academies)

When academies use ControleHQ, we process data they provide or that is generated through the service, such as student and staff profiles, attendance, enrollments, belt/rank information, waivers, seminar registrations, and store orders. Authentication may be handled by identity providers (e.g., Auth0 by Okta). We process this data as instructed by the academy (controller).

D. Information from third parties

We may receive:

  • Identity and access data from Auth0 or other IdPs when you sign in
  • Payment confirmation data from payment processors (e.g., Stripe)
  • Business contact data from partners, events, or referrals

IV. How We Use Personal Data

We use Personal Data to:

  • Provide and operate the Site and the ControleHQ platform
  • Authenticate and administer accounts and organization access
  • Provide support and troubleshoot issues
  • Improve reliability and security, including detecting abuse, fraud, and security incidents
  • Communicate about service updates, security notices, and administrative messages
  • Marketing (where permitted): send product updates and event invitations (you can opt out)

V. How We Disclose Personal Data

We may disclose Personal Data to:

  • Service providers (hosting, analytics, support tooling, payment processors, identity providers) under contractual protections
  • Affiliates (if applicable) consistent with this Policy
  • Legal and safety purposes (to comply with law, protect rights, investigate abuse, respond to valid legal process)
  • Corporate transactions (merger, acquisition, financing, or asset sale), subject to appropriate safeguards

We do not sell Personal Data in the traditional sense. If certain cookie/advertising practices constitute "sharing" under applicable law, you can opt out as described below.

VI. Cookies and Tracking Choices

We use cookies and similar technologies for:

  • Essential functions (security, session management)
  • Analytics (understanding Site and product usage)
  • Marketing (where enabled)

You can control cookies through your browser settings and any cookie preference tools we provide.

VII. Security

We use administrative, technical, and organizational measures designed to protect Personal Data. No system is perfectly secure; you are responsible for safeguarding your credentials and your organization's use of the platform.

VIII. Data Retention

We retain Personal Data as long as necessary to provide the Site and platform, comply with legal obligations, resolve disputes, and enforce agreements. Retention may vary by data type and by our agreements with academy customers.

IX. Your Rights and Choices

Depending on your location, you may have rights to access, correct, delete, object to, or restrict processing of your Personal Data, and to opt out of certain targeted advertising or cookie-based sharing.

To exercise rights, contact us using the details in How to Contact Us. If your request relates to an academy-controlled account, we may direct you to that academy.

X. International Transfers

We may process Personal Data in the United States and other countries where we or our service providers operate. We use appropriate safeguards for cross-border transfers where required.

XI. Children

The Site and services are not directed to children. We do not knowingly collect Personal Data from children under 16. Academies may collect information about minors (e.g., for kids programs) in accordance with their own policies and applicable law.

XII. California Privacy Notice (CCPA/CPRA)

This section applies to California residents and supplements the Privacy Policy.

A. Categories of Personal Information We Collect

In the preceding 12 months, we may have collected the following categories of personal information (as defined by the CCPA/CPRA), depending on how you interact with us:

  • Identifiers: name, email address, IP address, account identifiers
  • Customer records information: billing contact details, contract and account information
  • Commercial information: records of products or services purchased or considered
  • Internet or network activity: browsing and usage data on the Site and platform
  • Geolocation data: approximate location derived from IP address
  • Professional or employment information: organization name, role (if provided)

B. Purposes and Disclosure

We collect and use personal information for the business and commercial purposes described in this Policy. We may disclose it to service providers and as otherwise described in Section V.

C. Your California Privacy Rights

Subject to verification and applicable exceptions, California residents may have the right to know/access, delete, correct, opt out of sale/sharing, and non-discrimination. We do not sell personal information for money. To submit a request, contact us at the email in How to Contact Us.

XIII. SMS and Text Messaging

Some academy features rely on text messaging. The most common is instructor scheduling: when a class needs cover, we may text the instructors eligible to teach it so the class can be staffed quickly. We may also send service messages about your account, such as schedule changes or time-sensitive notices.

Consent

Providing a mobile number is a request to be contacted, not consent by itself. When a number is added, we send one text containing a confirmation link. You only receive further messages if you follow that link and confirm. If you do not confirm, the link expires after 72 hours and we treat the number as opted out — you will not be texted. Nothing further is sent unless you or your academy request a new confirmation link, which you can do yourself from your profile.

Confirming means you consent to receive text messages from us and from that academy at that number, including messages sent using an automatic telephone dialing system. Consent is not a condition of purchasing anything or of using the platform, and you may withdraw it at any time as described below. We record when a confirmation was requested and when it was given, so that consent can be evidenced.

Stopping messages

Reply STOP to any message to stop receiving texts from that sender. Reply HELP for help. You can also remove or change your number in your profile, or contact us using the details below. Opting out of text messages does not affect your account, your membership, or any other way we contact you, and we will continue to send required notices by other means where the law or your agreement with your academy requires it.

After a STOP, your carrier blocks our messages, so nothing we send can reach you. If you later want texts again, reply START to the number that texted you. That lifts the carrier block and we send a fresh confirmation link; it is not consent on its own, and you still have to follow that link before any further message is sent.

Frequency, cost, and delivery

Message frequency varies. It depends on how your academy uses the platform and how often classes need cover. We send as few messages as we can while still delivering membership and academy updates, and we do not send marketing or promotional texts.

Message and data rates may apply. Those charges come from your mobile carrier, not from ControleHQ. Delivery is not guaranteed: messages depend on your carrier and network and may be delayed or not delivered at all.

How we handle your number

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. We do not sell mobile numbers. Text messaging originator opt-in data and consent are not shared with any third party, and are excluded from every category of sharing described elsewhere in this Policy.

We share your number only where it is necessary to deliver the messages you asked for: with the messaging providers that transmit texts on our behalf, and with the academy you gave it to, so that it can contact you about classes. Those providers act as our subcontractors and may not use your number for their own purposes. Your number is otherwise handled as described elsewhere in this Policy, including the retention and rights sections above.

XIV. How to Contact Us

Email: privacy@controlehq.com

Mailing Address: [Insert Address]

XV. Changes to This Policy

We may update this Policy from time to time. We will update the Effective Date and may provide additional notice if changes are material.